WHAT IS MICROSOFT OFFICE POWERPOINT?

M
icrosoft Office PowerPoint is the name of a proprietary commercial
software presentation program developed by Microsoft. It was
developed by Microsoft and officially launched on May 22, 1990. It is
part of the Microsoft Office suite, and runs on Microsoft Windows
Operating system. The current versions are Microsoft Office
PowerPoint 2019 for Windows.

PowerPoint is a high-powered software tool used for presenting information in a

dynamic slide show format, text, objects, graphics, sound effects, and movies or video.
PowerPoint can incorporate into your presentations with simplicity.

A slide is a single page of a presentation created with software like PowerPoint.

A presentation is composed of several slides. The "slide" analogy is a reference to the
slide projector. PowerPoint shows you how to make a powerful impression on your
audience.

The PowerPoint Interface

When you open PowerPoint, the Start Screen will appear. You'll be able to
create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to
access the PowerPoint interface.

PowerPoint provides:

1. Design templates contain color schemes, slide and title masters with custom
formatting, and styled fonts designed for a particular "look." When you apply
a design template to your presentation, the slide master and color scheme of the
new template replace the slide master and color scheme of the original
presentation.
The Design Ideas feature in Microsoft PowerPoint 2019 examines the content
of a selected slide and offers you a variety of design choices based on what it
finds.
2. A slide Transition is how one slide is removed from the screen and the next slide
is displayed during a presentation, choose a special effect to be applied during
the transition between the previous slide to the next slide.
Transitions may seem like a pretty add on, but like animations they too can
play an important part in a presentation. You can use them to move smoothly from
slide to slide or again to put emphasis on a part of your presentation.
Transitions are categorized into three: Subtle, Exciting, and Dynamic. Click
on the effect you want to use and you'll get a quick preview of how it looks like on
your slide

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3. PowerPoint Animation is a form of animation which uses Microsoft PowerPoint
and similar programs to create a game or movie. The artwork is generally created
using PowerPoint's AutoShape features, and then animated slide-by-slide or by
using Custom Animation.
There are four Type of Animation effects – Entrance, Emphasis, Exit and
Motion Paths.

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MS OFFICE POWERPOINT Page 4
 THE MICROSOFT OFFICE POWERPOINT WINDOW

1. Title Bar 5. Ribbon Tab

1. 2. Quick Access Toolbar

2. File Tab

4. Slide
Area

9. Slides
Tab Pane
5. Scroll Bar

6. Status Bar

8. Ppoint Views 7. Zoom Control Slider

sButtons

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 DIFFERENT PARTS OF MS OFFICE POWERPOINT WINDOW

1. Title Bar - shows the name of the currently opened application.

1.1. Program Level Control/- contains alternative commands to manipulate the data.
Utility Buttons - alternative commands
a. Minimize - reduce the window, placing it on the taskbar.
b. Maximize - display the full view of the window.
Restore - window back to its previous size.
c. Close - automatically exit at the window
1.2. Quick Access Toolbar - where you will find the commands to perform
common tasks in PowerPoint. You can add other commands depending on
your preference
1.3. Ribbon Display Options- Auto Hide Ribbon, Show Tabs & Show Tabs and
Commands
2. File Tab – displays Microsoft Office Backstage view, which a centralized
space for all file management tasks
Backstage View gives you various options for saving, opening a file,
printing, and sharing your presentations.
3. Ribbon Tab - instead of traditional menus, it contains multiple tabs, each with
several groups of commands.
4. Slide Area – the largest pane of the PowerPoint window; in any PowerPoint
presentation can be viewed it in a variety of ways depending on the
task
5. Scroll Bar - located along the right side and task pane area of the slide window
with arrow and a box to move the slides.
6. Status Bar - displays slide position and the type of design in PowerPoint
and slides numbers
7. Zoom Control Slider - you can also select the + or - commands to zoom in
or out by smaller increments. The number next to the slider
displays the current zoom percentage.
8. PowerPoint Views – show the different ways of viewing PowerPoint
presentations
9. Slides Tab Pane - allows the user to easily view the presentation in outline
format (text), as well as a list of all the slides in the presentation
(with visuals).

STARTING Microsoft Office PowerPoint

1. Click on the Start button located on the taskbar to display the Start button.
2. Then choose Microsoft Office PowerPoint
Or at the Desktop, double-click on the icon of The Microsoft Office PowerPoint

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MICROSOFT OFFICE POWERPOINT VIEWS

PowerPoint has a variety of viewing options that change how your presentation
is displayed, which are all useful for various tasks. There are four main Slide views.
1. Normal View - the default view, where you create and edit slides. You can also
move slides in the Slide Navigation pane on the left.
2. Slide Sorter View - you'll see a thumbnail version of each slide. You can drag
and drop slides to reorder them quickly.
 A Thumbnail is the term used to describe a miniature version of a slide or
picture.
3. Reading View - fills the PowerPoint window with a preview of your
presentation. It includes easily accessible navigation buttons at the bottom-
right.
4. Slide Show View - use to present to an audience. This command will begin the
presentation from the current slide.
OR Press F5 on your keyboard to start from the beginning. These commands allow
you to navigate through the slides and access other features.

From the View Tab/ Presentation Views & Master Views Groups.

 Presentation Views - this allows you to quickly edit your slide text and view the
content of multiple slides at once. You could use this layout to review the
organization of your slide show and prepare to deliver your presentation.

 Master Views - if you make any changes or edits within this view,
these modifications will influence all slides within your presentation.
For example, if you want to make your company logo appear on all
the slides, you will have to add the logo within the Slide Master. If you
want the font size of your slide titles to be a little larger or smaller,
then those edits also need to be made in the Slide Master.

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UNDERSTANDING SLIDES AND SLIDES LAYOUTS
When you insert a new slide, it will usually have placeholders to show you
where content will be placed. Slides have different Layouts for placeholders,
depending on the type of information you want to include. Whenever you create a new
slide, you'll need to choose a slide layout that fits your content.
APPLY A SLIDE LAYOUT/ SLIDES TYPES:
1. From the Home Tab/Slides Group, click New Slide
command.
 Or on Layout drop down arrow
Choose the desired Slide Layout from the menu
that appears.
 Or insert a new slide from within the Slides Tabbed
Pane.
2. Right Click and then click New Slide.
3. OR PRESS CTRL +M
4. Insert Tab/ Slide Group

SLIDE LAYOUT/ SLIDES TYPES

The Slide Layout in PowerPoint is the arrangement of all the items that make up
your slide, such as title, graphics or text boxes.
1. Title Slide 6. Title Only
2. Title & Content 7. Blank
3. Section Header 8. Content with Caption
4. Two Content 9. Picture with Caption
5. Comparison

PLACEHOLDER
Placeholder can contain different types of content,
including text, images and videos. Many
placeholders have thumbnail icons you can click to
add or delete.
ADJUSTING PLACEHOLDER
 To select a placeholder: Hover the mouse over the edge of the placeholder and
click (you may need to click the text in the placeholder first to see the border). A
selected placeholder will have a solid line instead of a dotted line.
 To move a placeholder: Select the placeholder, then click and drag it to the
desired location.

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 To resize a placeholder: Select the placeholder you want to resize. Sizing
handles will appear. Click and drag the sizing handles until the placeholder is the
desired size. You can use the corner sizing handles to change the
placeholder's height and width at the same time.
 To Delete a placeholder: Select the placeholder you want to delete, then press
the Delete or Backspace key on your keyboard.

TO FORMAT SLIDE BACKGROUND

By default, all slides in your presentation use a white
background. It's easy to change the background style for some or
all of your slides. Backgrounds can have
a Solid, Gradient, Pattern, or Picture Fill.

1. Select the Design Tab/ Background Group, click Format

Background command.
2. The Format Background pane will appear on the right.
Select the desired fill options. In our example, we'll use
a Solid fill with a light gold color.
3. The background style of the selected slide will update.
4. If you want, you can click Apply to All to apply the same
background style to all slides in your presentation.

THEME and VARIANTS GROUP

Themes and Variants give you a quick and easy way to change the design of
your presentation. They control your primary Color palette, Basic fonts, Slide layout,
and other important elements. All of the elements of a theme will work well together,
which means you won't have to spend as much time formatting your presentation.
Each theme uses its own set of slide layouts. These layouts control the way your
content is arranged, so the effect can be dramatic.

PowerPoint Variants elements are:

1. Colors
2. Fonts
3. Effects
4. Background Styles

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TO APPLY A THEME
A Theme is a predefined combination of colors, fonts, and effects that can
quickly change the look and feel of your entire slide show. Different themes also use
different slide layouts, which can change the arrangement of your existing
placeholders.

1. Select the Design Tab/ Themes Group, then click the More drop-down arrow to
see all of the available themes.

2. Select the Desired theme. The theme will be applied to your entire presentation.

If you've ever seen a PowerPoint presentation that had special effects between
each slide, you've seen slide transitions. A Transition can be as simple as fading to
the next slide or as flashy as an eye-catching effect. PowerPoint makes it easy to
apply transitions to some or all of your slides, giving your presentation a polished,
professional look.

TRANSITIONS
Slide Transition are visual movement as one slide change to one another Three
categories of unique transitions to choose from, all of which can be found on
the Transitions tab/Transition Group.

1. Subtle - most basic types of transitions. They use simple

animations to move between slides.
2. Exciting - use more complex animations to transition between
slides. While they're more visually interesting
than Subtle transitions, adding too many can make your

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 presentation look less professional. However, when used in
moderation they can add a nice touch between important slides.
3. Dynamic Content - If you're transitioning between two slides that
use similar slide layouts, dynamic transitions will move only
the placeholders, not the slides themselves. When used correctly,
dynamic transitions can help unify your slides and add a further level
of polish to your presentation.

TO APPLY A TRANSITION
Select the desired slide from the Slide Navigation pane. This is the slide that
will appear after the transition.

1. Click the Transitions Tab, and then locate the Transition to This Slide group.
By default, None is applied to each slide.
2. Click the More drop-down arrow to display all transitions.
3. Click a Transition to apply it to the selected slide. This will automatically
preview the transition.
 You can use the Apply to All command in the Timing group to apply the same
transition to all slides in your presentation.
 Try applying a few different types of transitions to various slides in your presentation.

TO PREVIEW A TRANSITION
You can preview the transition for a selected slide at any time using either of
these two methods:
1. Click the Preview command on the Transitions Tab/Preview Group.
2. Click the Play Animations command in the Slide Navigation Pane.

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TO MODIFY THE TRANSITION EFFECT
You can quickly customize the look of a transition by changing its direction.
1. Select the Slide with the transition you want to modify.
2. Click the Effect Options command and choose the desired option. These
options will vary depending on the selected transition.
3. The transition will be modified, and a Preview of the transition will appear.
 Some transitions do not allow you to modify the direction.

TO REMOVE A TRANSITION

1. Select the Slide with the transition you want to

remove.
2. Choose None from the Transition tab/Transition
to This Slide Group. Select None, it will be
removed.

TO PLAY THE PRESENTATION/PRESENTING A SLIDE SHOW

Before you present your slide show, you'll need to think about the type
of equipment that will be available for your presentation. Many presenters
use projectors during presentations, so you might want to consider using one as well.
This allows you to control and preview slides on one monitor while presenting them to
an audience on another screen.

TO START A SLIDE SHOW

There are several ways you can begin your presentation:

1. Click the Start from Beginning command on the Quick Access Toolbar,
2. Or press F5 key at the top of your keyboard. The presentation will appear in full-
screen mode.
3. Select the Slide Show View command at the bottom of the PowerPoint window
to begin a presentation from the current slide.
4. Go to the Slide Show Tab to access even more options, you can start the
presentation from the current slide and access advanced presentation
options.
 You can advance to the next slide by mouse operations or pressing the spacebar on
your keyboard. Alternatively, you can use the arrow keys on your keyboard to move
forward or backward through the presentation.
 Press the Esc key to exit presentation mode

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PRESENTATION TOOLS AND FEATURES
PowerPoint provides convenient tools you can use while presenting your slide
show. You can change your mouse pointer to a pen or highlighter to draw attention to
items in your slides. In addition, you can jump around to slides in your presentation or
access other programs from your taskbar if needed.

To Show the Taskbar

Sometimes you may need to access the Internet or other files and programs on
your computer during your presentation. PowerPoint allows you to access your
Taskbar without ending the presentation.

1. Locate and select the Slide Options button in the bottom-left corner.
2. Select Screen, then click Show Taskbar.

Choose a program you want to open, such as a web browser. When

you're done, close the window or click the PowerPoint icon on the taskbar to
return to the presentation.

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To Skip to a Nonadjacent Slide:

You can jump to slides out of order if needed.

1. Locate and select the See All Slides button in the bottom-left corner.
2. Thumbnail versions of each slide will appear. Select the slide you want to
jump to
3. The selected slide will appear.

To Access Drawing tools:

Your mouse pointer can act as Pen or Highlighter to draw attention to items in
your slides.

1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Pen or Highlighter based on your preference. You can also choose a
different color from the menu.
3. Click and drag the mouse to mark your slides. You can also press Ctrl + P
on your keyboard to access the pen tool while presenting your slide show.

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 You can also use the Laser Pointer feature to draw attention to certain parts of
your slide. Unlike the pen and highlighter, the laser pointer will not leave markings on
your slides. To use the laser pointer, select it from Pen Tools, or press and hold
the Ctrl key and the left mouse button.

To Erase Ink Markings

1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Eraser to erase individual ink markings or select Erase All Ink on
Slide to erase all markings.

When you end a slide show, you'll also have the option to Keep or Discard any
ink annotations made during your presentation. If you keep ink markings, they'll appear
as objects on your slides in Normal view.

PRESENTER VIEW

If you're presenting your slide show with a second display—like a projector—

you can use Presenter view. Presenter view gives you access to a special set of
controls on your screen that the audience won't see, allowing you to easily
reference slide notes, preview the upcoming slide, and much more.

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TO ADVANCE AND REVERSE SLIDES
You can advance to the next slide by clicking your mouse or pressing
the Spacebar on your keyboard. Alternatively, you can use or Arrow keys on your
keyboard to move forward or backward through the presentation.

TO STOP A SLIDE SHOW

You can exit presentation mode by pressing the Esc key on your keyboard.
Alternatively, you can click the Slide Show Options button in the bottom-left and
select End Show.

SLIDE SHOW SET UP OPTIONS

PowerPoint has various options for setting up and playing a slide show. For
example, you can set up an unattended presentation that can be displayed at a kiosk
and make your slide show repeat with continuous looping.

TO ACCESS SLIDE SHOW SET UP OPTIONS

1. Select the Slide Show Tab, and then click the Set-Up Slide Show command.
2. The Set-Up Show dialog box will appear. From here, you can select the
desired options for your presentation.
 To advance slides automatically, you'll need to customize the slide timing on
the Transitions Tab.

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ANIMATING TEXT AND OBJECTS
Animation is a set of effects which can be applied to objects in PowerPoint so
that they will animate in the Slide Show PowerPoint.
Animate the text or objects in your presentation to give them sound effects or
visual effects, including movement. You can use animation to focus on important
points, to control the flow of information, and to increase viewer interest in your
presentation.

TO APPLY ANIMATION EFFECT

1. Select the text or object that you want to Animate.
2. On the Animations Tab, in the Animations Group, click Animation.

3. In the Animation Task Pane, click Add Effect, and then do one or more of the
following:

 To make the text or object enter with an effect, point to Entrance, and then click an
effect.
 To add an effect, such as a spin effect, to text or an object that is already visible on the
slide, point to Emphasis, and then click an effect.
 To add an effect that makes text, or an object leave the slide at some point, point
to Exit, and then click an effect.

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  To add an effect that makes text, or an object move in a specified pattern, point
to Motion Paths, and then click a path.
4. To specify how the effect is applied to your text or object, right-click the custom
animation effect in the Custom Animation list, and then click Effect Options on
the shortcut menu.
Do one of the following:
 To specify settings for text, on the Effect, Timing, and Text Animation tabs, click the
options that you want to use to animate the text.
 To specify settings for an object, on the Effect and Timing tabs, click the options that you
want to use to animate the object.

TO PLAY ANIMATION EFFECT

In the Animation Pane, the Timing Group shows important information about
an animation effect, including the type of effect, the order of multiple effects in relation
to each other, and a portion of the text of the effect.
1. Icons indicate the timing of the animation effect in relation to the other events on
the slide. Choices include the following:
 Start On Click - the animation effect begins when you click the slide.

 Start With Previous - the animation effect begins at the same time as the
previous effect in the list starts playing

 Start After Previous - the animation effect begins immediately after the
previous effect in the list finishes playing

2. Select an item in the list to see the menu icon Duration (down arrow), and then
click the icon to reveal the menu.
3. Select an item in the list to see the menu icon Delay (down arrow), and then click
the icon to reveal the menu.

 Animated items are noted on the slide by a non-printing numbered tag. This tag
corresponds to the effects in the Custom Animation list, and the tag is displayed to
the side of the text or object. The tag appears only in Normal view with the Custom
Animation Task Pane displayed.

REMOVE AN ANIMATED EFFECT

1. Select the text or object that you want to Delete.

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2. In Animation Tab/Advanced Animation Group /Task Pane
click the item you want to remove.

To PRINT a PRESENTATION
1. Select the File Tab. Backstage View

2. Quick Access Toolbar

3. Ctrl + F2

4. Ctrl +P

1. Select Print. The Print Pane will appear.

2. Choose the desired Printer and Print range.
3. Chose the desired Print Layout and Color settings.
4. When you're done modifying the settings, click
Print.

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To Access the Print Pane

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1. In the Print Pane, change the number of copies.
2. Choose a Handout version of the presentation with 6
Slides Horizontal per page.

SLIDE MASTER VIEWS IN POWERPOINT 2019

Slide Master View - If you make any changes or edits within this view,
these modifications will influence all slides within your presentation. If you
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want to make your company logo appear on all the slides, you will have to
add the logo within the Slide Master. If you want the font size of your slide
titles to be a little larger or smaller, then those edits also need to be made
in the Slide Master.

 First, look at the pane on the left, and you will find one large slide
thumbnail, and several smaller slide thumbnails below.

 The larger slide thumbnail represents the Slide Master, and changes
made to the Slide Master influence all the Slide Layouts contained
within that particular Slide Master.

 The smaller slide thumbnails represent individual Slide Layouts.

These are the same layouts that you see in the Layout gallery. Any
change you make to these individual Slide layouts influences only the
slides based on that particular layout.

 The active slide, Slide Master itself. The two most important
placeholders here are the Title and the Text placeholders; these
represent the title and body text in your slides respectively.

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